Listed below are categories for some of the most frequently asked questions related to Records Management. Click on any subject and you will most likely have your question answered.
How do I request my student records?
If you graduated or left the Palm Beach County School District more than three years ago, your permanent records (Category A) will have been transferred to Records Management at School District Headquarters. Visit the Student Education Records web page for more information on how to request records.
If you graduated or left the District less than three years ago, your student records will still be maintained at the last school you attended. Contact the Records Coordinator at that school to request your records.
Can I get my immunization records from my student records?
If you graduated or left the Palm Beach County School District before the 1991-92 school year, your immunizations records were classified as temporary records and were destroyed. In 1996, immunization records were included as permanent (Category A) student education records. If you graduated or left the District during or after the 1991-92 school year, your immunization records will be maintained as permanent records.
Per current procedure, student education records are maintained at the last school attended in Palm Beach County for three years before being transferred to Records Management. If you graduated or left the District less than five years ago, please contact the Records Coordinator at the last school you attended to request your records. If you graduated or left the Palm Beach County School District more than three years ago, your immunization records (Category A) will have been transferred to Records Management at School District Headquarters. Visit the Student Education Records web page for more information on how to request records.
How do I know when I can destroy records maintained at my office or school?
In compliance with Chapters 119 and 257, Florida Statutes, public records must be systematically disposed of after the required retention period has expired. The School District's primary means to comply with that requirement has historically been the Records Disposal Certification (PBSD 0783). Visit our records disposal page for more information on the Records Disposal Certification process. For an electronic version of this form, click PBSD 0783.
How should records be disposed of?
Confidential records (primarily student related) should be shredded, if possible. If you do not have access to a shredder, do your best to provide for the security of the records as they are destroyed. For example, do not allow student records to remain in a dumpster for a long period of time before being taken to a landfill. Public records (those not classified as confidential) do not require shredding. They may be recycled or taken to a landfill. For environmental and safety reasons, incineration of paper records is discouraged, unless being conducted by an industrial facility.
Why can't I find some record series categories that I have seen on previous years' Records Disposal Certifications, such as Directives/Policies/Procedures (Bulletins)?
Please refer to the front page of the Records Disposal Certification (PBSD 0783). The records series categories listed may be disposed of at any time after the records become obsolete, superseded, or the administrative value is lost. There is no need to complete columns "D" and "E" for these records. This list is provided for your information use only.
How do I calculate volume in cubic feet if I only have a few pages of several records series categories (less than 1 cubic foot)?
The volume in cubic feet should be given for each record series planned for disposal. In column "D", include your best estimate for each record series (including those that consist of only a few pages). The form will accept two decimal points, so volumes in column "D" may include .10, .05, .25. etc. All calculations will be done for you by the software.
What if my school is new and our records are more recent than those listed?
If the records are retained at your school are more recent than any of the dates listed on the Records Disposal Certification (PBSD 0783), have the Principal sign and date the bottom of page 17 and return page 17 only to Records Management. Be sure to include your school's name at the top of the page.
How do you suggest the Records Disposal Certification process be completed for a large school or department?
Only one completed Records Disposal Certification (PBSD 0783) should be submitted for each school or department. We suggest routing the certification to each section/office within a school or department. Each section should review the list and dispose of those records that pertain to that particular section. The disposal information from each section should then be compiled into one Records Disposal Certification for the entire school or department.
How long must we retain records that pertain to School Age Child Care (SACC) or summer school programs?
The State's records retention requirements do not separate record series categories that pertain to SACC or summer school programs from any other school/instructional program. Therefore, each category of records for a SACC or summer school program must be looked up separately on the Records Disposal Certification (PBSD 0783). For example, SACC receipts fall under the category "Receipt/Revenue Records: Detail " or "Receipt/Revenue: Summary"; SACC staff attendance records fall under the category "Attendance Records: Leave"; and summer school registration records fall under the category "Registrations: Student".
What student related information can be sent by e-mail?
Any transmission of student records via electronic media (including e-mail) shall require encryption systems and processes approved by IT to ensure that the information remains confidential.
Are MS Word files (i.e., correspondence/memos) stored on my PC or a secretary's PC considered a public record?
Yes. Unless there is a specific exemption in the public records law (see listing of exemptions), the information on hard drives, on floppy disks, and in e-mail messages is a public record. Remember, the definition of public records says, "… regardless of physical form, characteristics, or means of transmission…". This means that public records can be in any form or media (i.e., paper, hard or floppy disk, magnetic tape, microfilm/fiche, optical disk, etc.).
Are E-mail messages considered public records?
Yes. Unless there is a specific exemption in the public records law (see listing of exemptions), the information included in e-mail messages notes are public records. Remember, the definition of public records (see above) says, "… regardless of physical form, characteristics, or means of transmission…". This means that public records can be in any form or media (i.e., paper, hard drive, magnetic tape, network drive, microfilm/fiche, etc.).